Jr. Contract Administrator (gn)

Description

Career Area:

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar, you're joining a global team who cares not just about the work we do – but also about each other. We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here – we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

Updated: 3/5/2024

Role Definition
Ensures the integrity, correctness, and safeguarding of electronic data and other records by synchronizing storage, usage, and record retention.

Responsibilities
• Assessing the record retention timeline for moving active records to archive storage and destroying superfluous records.
• Evaluating record management systems to develop or amend existing procedures used for handling and disposing of business records.
• Preparing documents in response to internal and external client inquiries; advising various departments on record-keeping compliance.
• Determining the indexing criteria, and assigning keywords and search criteria to various electronic documents.

Degree Requirement
Degree or equivalent experience desired

Skill Descriptors
Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
Level Working Knowledge:
• Accurately gauges the impact and cost of errors, omissions, and oversights.
• Utilizes specific approaches and tools for checking and cross-checking outputs.
• Processes limited amounts of detailed information with good accuracy.
• Learns from mistakes and applies lessons learned.
• Develops and uses checklists to ensure that information goes out error-free.

Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
Level Working Knowledge:
• Delivers helpful feedback that focuses on behaviors without offending the recipient.
• Listens to feedback without defensiveness and uses it for own communication effectiveness.
• Makes oral presentations and writes reports needed for own work.
• Avoids technical jargon when inappropriate.
• Looks for and considers non-verbal cues from individuals and groups.

Initiative: Being proactive and committing to action on self-identified job responsibilities and challenges; ability to seek out work and the drive to accomplish goals.
Level Working Knowledge:
• Identifies and exploits own strengths; minimizes limitations.
• Provides appropriate degrees of attention to both personal and professional priorities.
• Explains how own motivation relates to the workplace.
• Utilizes available tools or approaches for increasing knowledge of self-motivation.
• Learns and uses resources the organization has to assess and enhance team motivation.

Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
Level Working Knowledge:
• Recognizes changing demands and priorities; validates changes with management.
• Obtains information about how current assignments contribute to organizational goals.
• Completes current work according to assigned priorities.
• Responds to day-to-day operational priorities while still making progress on project work.
• Performs at least 2-3 concurrent activities without reducing productivity.

General Computer Competencies: Knowledge of personal computer functions; ability to use personal computers or workstations.
Level Working Knowledge:
• Manipulates files within different folders, directories, partitions, drives, etc.
• Conducts the use of keyboard and pointing devices such as a mouse or a track ball.
• Opens, closes, sizes and moves windows on a desktop.
• Performs basic file management tasks like open, close, name, save, print.
• Uses menus, toolbars, buttons and other basic GUI (graphic user interface) applications.

Document Storage and Management: Knowledge of document storage and management; ability to store and distribute electronic and paper documents.
Level Working Knowledge:
• Highlights a specific document management tool and associated versioning and archiving functions.
• Works with organizing and maintaining paper-based or electronic media library.
• Understands practices and procedures for document confidentiality, security and lifecycle.
• Describes the steps and time necessary to deliver the documents to requestor.
• Helps set up and test digital rights management and conditional access tools.

Data Privacy: Knowledge of data privacy; ability to protect an organization's data, particularly data privacy while storing, extracting, and circulating individual or business-related data.
Level Working Knowledge:
• Uses software and hardware systems to protect departmental data.
• Coordinates junior data privacy protection activities within and across departments.
• Conducts regular tests on information management processes to ensure the safety of business data.
• Utilizes privacy standards when sharing, accessing, and storing data.
• Assists in the development of data privacy protection projects.

Records Management and Archiving: Knowledge of information management and archiving; ability to use tools and techniques for off-site data and records storage, protection and management.
Level Working Knowledge:
• Defines the administration, access and preservation of corporate information.
• Communicates experience working with document scanning, imaging, conversion and indexing.
• Describes superior features of document imaging and management systems.
• Applies established procedures to ensure the integrity and security of personal and corporate records.
• Identifies major phases of the company's records management life cycle.

This Job Description is intended as a general guide to the job duties for this position and is intended for the purpose of establishing the specific salary grade. It is not designed to contain or be interpreted as an exhaustive summary of all responsibilities, duties and effort required of employees assigned to this job. At the discretion of management, this description may be changed at any time to address the evolving needs of the organization. It is expressly not intended to be a comprehensive list of “essential job functions” as that term is defined by the Americans with Disabilities Act.

Base Minimum Pay:

Please note that salary is only one component of the total compensation and benefit package available at Caterpillar.

Posting Dates:

Caterpillar is an Equal Opportunity Employer. Qualified applicants of any age are encouraged to apply.

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